Pacific District (OAK) - Willamette Natl Cemetery - Janitorial Services July 1, 2019 thru June 30, 2020 w/(4) 1-Year Options through June 30, 2024
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Sources Sought /Request for Information (RFI) Notice Department of Veterans Affairs
National Cemetery Administration (NCA)
Willamette National Cemetery
THIS IS AN RFI FOR SERVICE DISABLED VETERAN OWNED/VETERAN OWNED SMALL BUSINESSES (SDVOSB)
The Willamette National Cemetery has an upcoming need for complete Janitorial Services for periods July 1, 2019 through June 30, 2020 with four (4) 1-Year Options through June 30, 2024.
Please review the Performance Work Statement below and contact me via email at tene.becknell@va.gov by the deadline below with your interest and a copy of your company s Capabilities Statement if your company can provide these services for the Willamette National Cemetery on this date.
Your RFI response must also include:
Company Capabilities Statement (in .pdf format)
Proof of current Veterans Information Pages (VIP) certified status as an SDVOSB concern (current CVE letter is also sufficient)
Company DUNS number
Contact information (complete mailing address, POC, email, phone, number)
Proof of current System for Award Management (SAM) status
Proof of NAICS code (561720 Janitorial Services) on SAM and VIP profiles
The North American Industry Classification System (NAICS) code for this requirement is 561720 Janitorial Services with a size standard in dollars at $18.0 million dollars.
Any questions pertaining to this requirement can also be forwarded to the email address above before the close date of this RFI Notice.
To minimize document oversight, please provide ONE email response containing all requested documentation in .pdf formats. Please do not send quotes at this time.
*NOTE: All open market commodities/service options must be identified in your RFI responses.
RFI RESPONSE DATE: MAY 22, 2019 AT 6:00 PM (EASTERN)
PERFORMANCE WORK STATEMENT:
GENERAL INFORMATION:
The Willamette National Cemetery located at 11800 SE Mount Scott Boulevard, Portland, OR 97086, has an immediate need for Janitorial Services.
The overall responsibility of the Contractor is to plan, coordinate, organize, manage, and perform the activities of janitorial services described herein, which are required to maintain sanitation and an aesthetic appearance of the Cemetery Administration facility, and public and staff restrooms.
The period of performance is July 1, 2019 (or date of award) through June 30, 2020, with four (4) 1-Year Options through June 30, 2024, if exercised.
THE NATIONAL CEMETERY ADMINISTRATION MISSION:
The National Cemetery Administration honors veterans with a final resting place and lasting memorial that commemorate their service to our Nation. National Cemeteries are National Shrines. Therefore, the standards for management, maintenance, appearance and operational procedures performed by the Contractor have been established by the National Cemetery Administration to reflect this Nations concern and respect for those interred there. For this reason, the Contractor s strict adherence to the Performance Work Statement, Performance Work Requirements Summary and Guidance Specifications shall be required and shall be essential.
DESCRIPTION OF SERVICES:
The Contractor shall furnish all personnel, supervision, equipment, tools, materials, services, and quality control necessary to ensure that janitorial services are performed at the Cemetery, in a manner that will maintain a satisfactory facility condition and present a clean, neat and professional appearance.
The Contractor shall accomplish all cleaning tasks in order to meet the requirements of this Performance Work Statement (PWS) and the Service Summary (SS). Maximum cleaning frequencies are established in Exhibit 3. Estimated square footages are established in Exhibit 10. All work performed by the Contractor shall be performed in accordance with all applicable laws, regulations, and commercial practices.
All work will be done during cemetery s after hours, between 5:00pm and 7am Monday through Friday, including all Federal Holidays observed during the work week, Monday through Friday.
The 10 Federal holidays observed by the Federal Government are:
New Year s Day January 1st
Martin Luther King Jr. s Birthday Third Monday in January
Presidents Day Third Monday in February
Memorial Day Last Monday in May
Independence Day July 4th
Labor Day First Monday of September
Columbus Day Second Monday of October
Veterans Day November 11th
Thanksgiving Day Fourth Thursday in November
Christmas Day December 25th
If a holiday falls on Sunday, the following Monday will be observed as the legal holiday. When a holiday falls on a Saturday, the preceding Friday is observed as the legal holiday
Areas to be cleaned:
Administration Building 3001: 1st floor and landing/steps
Maintenance Building 3005: Breakroom, Kitchen, and Common Areas; Locker rooms and Restrooms; Foreman s Office
Public Information Center: Public Restrooms
DESCRIPTION OF REQUIRED DAILY CLEANING SERVICES
Non-Carpeted Floors (Hard Floors: Ceramic Tile, Concrete, etc.). Hard floors shall be maintained free of grit, soil, dust, scuff and heel marks, stains, spills, debris, litter and other foreign matter by effective daily cleaning. Cleaning shall be accomplished by the most appropriate method (vacuum, sweep, dust mop, damp mop, wet mop, spot clean, etc.) and with cleaning solutions if applicable, for the specific floor type. After cleaning, floor surfaces to include grout shall have a uniform, clean appearance without streaks, swirl marks, detergent residue, or any evidence of soil, stain, film, or standing water. Baseboards, corners, and wall/floor edges shall also be clean. Floors shall be continuously free of all debris such as paper, coins and so forth. Chairs, trash receptacles, and other easily moveable items shall be moved to maintain floors underneath these items and returned to their original and proper position after cleaning. A Wet Floor signs shall be used when the floor is wet. All duties listed in this paragraph will be completed daily.
Entrances and Entrance Platforms are to be cleaned daily: as a minimum, sweeping and trash removal. All duties listed in this paragraph will be completed daily.
Carpeted Floors. Carpets shall be maintained free of soil, dirt, debris, litter and other foreign matter by effective daily vacuuming. Efficient vacuum cleaners shall offer high airflow, high efficiency filtration, and an adjustable rotating brush agitation for more effective soil removal. Any spots and/or spills shall be removed by the carpet manufacturer s approved methods or other commercially accepted practices as soon as noticed. All tears, burns, and raveling shall be brought to the attention of the Contracting Officer s Representative (COR). Area and throw rugs shall also receive this service. Floors shall be continuously free of all debris such as paper, coins and so forth. Chairs, trash receptacles, and other easily moveable items shall be moved to maintain floors underneath these items and returned to their original and proper position after cleaning. Plastic protectors under desks shall be cleaned. All duties listed in this paragraph will be completed daily.
Dusting Horizontal Surfaces. Dust office furniture, file cabinets, and all other horizontal office furniture and accessories, including pictures, fire extinguishers, and items in the foyer. Low dusting includes surfaces within 6 feet of the floor and must be free of dust, lint, cobwebs, and litter. High dusting includes surfaces above 6 feet up to 10 feet. Surfaces include items such as tables, shelves, bookcases, storage lockers, window sills, hand rails, pictures, clocks, window blinds, ceiling fans, light fixtures, and overhead air registers. Waiting room chairs will be dusted and vacuumed weekly. All duties listed in this paragraph will be completed daily.
Spot Clean Vertical Surfaces. Spot clean all doors, door frames, and areas around light switches. Thoroughly clean soiled wall coverings and chairs throughout the contract coverage area. Clean the outside surface of microwaves and refrigerators in Admin Bldg and Maintenance facility. Computer screens will not be cleaned with any products, only dusted. All duties listed in this paragraph will be completed daily.
Windows, Interior Glass, and Entrance Glass. All interior window surfaces, interior glass, entrance glass (inside and out), and entrance door glass, including glass in doors, partitions, walls, display cases, and directory boards shall show no traces of film, dirt, smudges, water, or other foreign matter. Exterior glass doors and exterior glass entrance way in the Admin Bldg shall be cleaned daily. All duties listed in this paragraph will be completed daily.
Clean Floor (Walk-Off) Mats. Vacuum and/or clean interior and exterior floor mats. Mats shall be free of all visible lint, litter, debris, soil and other foreign matter. Soil and moisture underneath mats shall be removed, and mats returned to their normal location. All duties listed in this paragraph will be completed daily.
Trash and Recyclables Collection/Removal. All trash and recycle containers shall be emptied, trash transported and disposed in designated area(s), recyclables collected and placed in designated area(s), and containers returned to their original locations. (Note: All cardboard is classified as recyclable and should be treated as such.) The Contractor shall provide and replace any obviously soiled, worn or torn plastic liners, but no less than twice per week. Trash and recycle receptacles shall be left clean, free of foreign matter and free of odors. All duties listed in this paragraph will be completed daily.
Submittal of Facility Defects. When routine facility defects (e.g. dripping faucet, loose door, loose window frames, etc.) are found, they shall be reported to the COR immediately.
Closing Procedures: Arrange furniture to original position, (chairs neatly parked under each desk). Report any damages or unusual circumstances. Straighten janitorial closet, if utilized. In some instances, the Contractor will be the last occupant of the contract building(s) for the business day. In such instances, the Contractor shall turn off lights, except those designated to be remain on, and secure all exterior doors and windows. All the duties listed in this paragraph will be completed daily.
RESTROOMS/LOCKER ROOMS CLEANING SERVICES
Clean and Disinfect. All surfaces of sinks, toilets, urinals, lavatories, showers, shower mats, dispensers, plumbing fixtures and faucets, exposed pipes, partitions, dispensers, walls, stalls, stall doors, entry doors (including handle, kick plates, ventilation grates, metal guards), light fixture covers, and other such surfaces shall be cleaned and disinfected using a germicidal detergent. Restrooms shall have a clean scent or no odor at all. Showers, toilets, and urinals will be free of spots, water spots, scale buildup, soap scum, odors, and any other deposits. Mirrors shall be clean and have no streaks or other removable matter. Partitions shall be smudge, stain free. Vents (within 72 inches of the floor) shall be clean. Restroom sinks, countertops, and fixtures shall be free from water and scale deposits, soil, streaks, and other removable matter. Walls and grout below six feet shall be free of all film, spots, and detergent buildup. All the duties listed in this paragraph will be completed daily.
Restroom Floor Care. All floor surfaces shall be maintained in accordance with paragraph 3.a.i. by effective routine cleaning. Moveable items shall be tilted or moved to sweep and damp mop underneath. Grout on the wall and floor tiles shall be free of dirt, scum, mildew, and residue. All the duties listed in this paragraph will be completed daily.
Stock Restroom Supplies. Contractor shall ensure restrooms are stocked sufficiently so any provided supplies including toilet tissue, paper towels, and hand soap do not run out. Supplies shall be stored in designated areas. If supplies run out prior to the next service date, the contractor shall refill within two (2) hours of notification. The contractor shall provide soap dispenser refills, toilet tissue, and hand towel refills. All the duties listed in this paragraph will be completed daily.
Drinking Fountains. Contractor shall clean all facility drinking fountains: one in Admin Building, one in Maintenance Building, and one outside of Public Restroom. All porcelain and polished metal surfaces, including the orifices and drain, as well as exterior surfaces of fountains shall be cleaned and disinfected. Drinking fountains shall be free of streaks, stains, spots, smudges, scale, and other obvious soil. All the duties listed in this paragraph will be completed daily.
Restroom Trash Removal. All trash containers in restrooms and locker rooms, including sanitary napkin disposal containers, shall be emptied, trash disposed, and containers returned to or reassembled in their original locations. The Contractor shall provide and replace any obviously soiled, worn or torn plastic trash can liners, but not less than twice per week. Trash receptacles shall be left clean, free of foreign matter and free of odors. All the duties listed in this paragraph will be completed daily.
Restroom Checklists. The Contractor s employee(s) on duty shall sign off daily on the restroom checklists, which are generally located in the foyers or attached to the doors of the public restrooms and staff restrooms. All the duties listed in this paragraph will be completed daily.
PERIODIC CLEANING SERVICES (Services performed on a monthly, semi-annual, annual basis).
Semi-Annual Hard Floor Maintenance (To be performed in April and September). Ceramic Tile shall be cleaned, scrubbed, stripped, sealed, waxed, and polished as required for the appropriate surface to maintain, protect and ease normal routine floor cleanings. After periodic maintenance, floor surfaces shall have a uniform clean appearance without streaks, swirl marks, detergent residue, or any evidence of soil, stain, film, or standing water.
Semi-Annual and Monthly Carpet Restorative Cleaning (To be performed in April and September). Carpets shall be bonnet cleaned monthly or as needed. Carpets shall be deep cleaned semi-annually in order to remove embedded soil from carpet fibers. Deep cleaning shall employ an effective technique and/or method to address soil suspension, soil extraction and drying. After deep cleaning, the carpeted area shall show an improvement in visible appearance. All cleaning solutions shall be removed from baseboards, furniture, trash receptacles, chairs, and other similar items. Chairs, trash receptacles, and other items shall be moved to clean carpets underneath and returned to their original location after the carpet has dried.
Semi-Annual Cleaning of Air Registers, Diffusers, and Grilles (To be performed in April and October). Includes the outside part accessible to cleaning, without removal of registers, diffusers or grilles that are cleaned as part of everyday or weekday cleaning. This cleaning is an addition to cleaning of the outside fixture performed as part of the routine cleaning.
Semi-Annual Window Exterior Cleaning. (To be performed in April and September). All exterior glass surfaces that are in integral part of the outer surface of the building shall be cleaned no less than twice a year at the discretion of the COR and show no traces of film, dirt, smudges, water, or other foreign matter.
Semi-Annual Light Fixture Cleaning. (To be performed in April and September). All light fixtures will be Ceiling lights, emergency lights, patio lights, outside entrance and all lights (except desk and table lights) shall have their covers removed and the Contractor shall clean the light inside and out. The COR will have a list regarding which lights to be cleaned. This cleaning is an addition to cleaning of the outside fixture performed a part of the routine cleaning.
BUILDING SECURITY
No keys will be provided to the Contractor unless approved by the Cemetery Director and necessary for closing procedures.
During PERIODIC CLEANING SERVICES; employees entering any facility or area after it has been secured shall enter through one door and lock the door behind them. These facilities or areas shall not be left unsecured at any time, including the period when work is being performed. Upon completing work in a facility or area, Contractor employees shall ensure all doors and windows that were secured upon their arrival are closed and secured upon their departure.
The Contractor shall notify the COR when unauthorized or suspicious persons are seen on the premises.
SAFETY
The Contractor shall display warning signs that have been approved by the Contracting Officer s Representative (COR) in all areas where housekeeping operations may cause traffic obstruction or personnel hazard.
The cleaning of lobbies and corridors resulting in a temporary wet or slippery floor surface shall be accomplished so that it will not be necessary for personnel to cross the wet surface to gain access to other areas.
Contractor personnel shall turn off all lights in unoccupied areas after cleaning is performed. Contractor personnel shall check and ensure encountered areas are locked. Ensure areas are secured and windows closed and locked. The Contracting Officer or designee shall be notified of any unlocked doors or windows during his/her duty hours.
CONTRACTOR FURNISHED EQUIPMENT/SUPPLIES
The contractor shall furnish the supplies necessary to perform all services required. Supplies and equipment shall meet the specifications below and comply with VA, Federal, or State Occupational Safety and Health Standards and Fire regulations.
All items shall be approved by the COR prior to being used. New supplies or changes in previously approved material shall require product literature and may require samples.
Contractor personnel shall not use steel wool, abrasive metal cleaners, or any other cleaning materials or supplies which could cause damage to property. At no time shall chairs, wastebaskets, brooms, mops or any other items normally placed on the floor be place on any surface of furniture or equipment.
Contractor s equipment shall be compatible with existing sources of furnished electrical power. All equipment shall comply with current safety standards. All equipment shall be cleaned with a disinfectant-detergent each day prior to storage.
Rotary floor polishing, buffing and scrubbing machines, shall be equipped with brush or pad head drive assemblies made of non-porous materials. Equipment will be checked for electrical safety and records maintained.
All electrically operated equipment shall be equipped with quit-type motor, be third-wire grounded, and equipped with an appropriate length of UL approved three-conductor cord. Extension cords are prohibited.
All wheeled and movable equipment shall be equipped with protective non-marking wheels and rubber bumpers or guards around the entire perimeter. No part of the equipment (except fixed handles) shall protrude beyond the rubber bumpers.
When not in use, equipment shall be stored in designated areas only. Trash containers shall be washed each day prior to storage.
Supplies and equipment shall not be transported in trash barrels, mop buckets, etc. All material not immediately used shall be properly stored.
Supplies and equipment reserved for use in designate areas shall not be transferred to the other areas. All such items assigned shall be plainly marked with the area s designation.
Floor Polishing Liquid The liquid shall be synthetic co-polymer plastic (not a wax), water emulsion with a solid content of at least 12 percent, removable by detergent scrubbing, and safe for use on all synthetic, resist scuffing, and water penetration.
Stripping Compound This product shall be purely synthetic, non-ionic, biodegradable, and contain no animal or vegetable soaps, abrasives, bleach, alcohol, ammonia or other ingredients which would produce any harsh, harmful, or noxious odors or fumes, either in use or in storage. It is permissible to use a special detergent stripper specially designed for use in automatic scrubber equipment, so long as it meets the above requirements.
Mops Non-disposable mop heads shall be neutral colored and made of rayon yam. Cotton yam may be used only if the disinfectant-detergent is not a quat (since cotton neutralized quats. Mop heads shall be washed in housekeeping closet sinks.
Cloths, Impregnated, Dusting and Sweeping These cloths shall be tubular cotton with 18 percent to 22 percent non-oil impregnation by weigh, and the impregnations compound shall be registered with EPA.
Vacuum Cleaners All vacuum equipment shall have hospital use micro-static impaction type filtration system, which shall filter out all dust and bacteria particles larger than 0.3 microns. All vacuum equipment (i.e. tank, hose, and bag) shall be cleaned daily with disinfectant-detergent. Vacuum filters shall be cleaned weekly.
Other Items
Floor Polisher. Floor polishers shall have a non-porous scrubbing surface to inhibit bacterial growth.
Mop Buckets The double bucket mopping system shall be used. Buckets shall be constructed of nonporous, acid resistant, seamless material.
Contractor Equipment The Cemetery shall not be held responsible for any items of Contractor s equipment which may be lost, damaged or stolen. The contractor shall tag all contractor owned equipment for identification.
The government will provide two storage rooms for the contractor s use.
GREEN CLEANING
The Contractor shall use green cleaning products and processes. Green cleaning is a planned and organized approach to cleaning that is designed to protect the occupants and workers' health and reduce the impact on human health and the environment. Unlike a traditional cleaning program, a green janitorial program takes a holistic approach to building cleaning and goes beyond simple appearances to focus on health and the environmental impacts.
Green cleaning products and processes include, but are not limited to products containing recycled content, environmentally preferable products and services, vacuum cleaners with HEPA filtration, bio-based products, and products and services that minimize the use of energy, water, and other resources. In addition to compliance with these requirements, the Contractor shall follow all applicable standard industry practices including, but not limited to those published by the National Institute of Building Sciences (NIBS), American Society of Testing Materials (ASTM), and Carpet and Rug Institute (CRI), as well as applicable standards of the Environmental Protection Agency (EPA).
The Contractor shall take every precaution to ensure that if available, only safe and environmentally preferable products are used. Preference must be given to cleaning products that meet the following: United States Department of Agriculture (USDA) designated bio-based products, Green Seal certified (Standard GS-37 for Commercial and Institutional Cleaners, Comprehensive Procurement Guidelines (CPG)), and applicable Executive Orders.
The Contractor shall give preference to supplies and products that are "environmentally preferable". The list of Comprehensive Procurement Guideline (CPG) items and their associated Recovered Materials Advisory Notices (RMAN s) are available at http://www.epa.gov/cpg. Items such as trash bags are on the CPG list. Information on CPG items can be found at: http://www.epa.gov/cpg/products.htm. This includes concentrated and ready-to-use cleaning chemicals (spray bottles must be labeled with the contents) that use ecologically sound packaging, are phosphate-free, non-corrosive, non-combustible, non-poisonous, non-reactive, and non-aerosol; contain no carcinogens, mutagens and teratogens; contain no ozone-depleting substances; and are bio-based and fully biodegradable.
Such products must have lower toxicity, and reduced potential for skin, eye, and, respiratory irritation than comparable products used for the same purpose and must contain no unnecessary dyes or fragrances. Concentrates are preferable compared to ready-to-use products and should be used wherever possible. Furthermore, dilution control equipment (use equipment or systems consistent with those specified or recommended by the manufacturer of the concentrate products) should be employed to ensure correct dilutions of concentrates and to protect workers from exposure to concentrated chemicals. Preference must be given to cleaning products meeting the following Green Seal Standards: GS-37 for Commercial and Institutional Cleaners for those product categories covered by this Standard and GS-34 for Degreasers (http://www.greenseal.org/findaproduct/index.cfm#cleaners).
The Contractor must give preference to floor finishes and floor maintenance products that are free of metals, such as zinc, arsenic, lead, cadmium, cobalt, chromium, mercury, nickel, or selenium.
CHEMICAL STORAGE AND SAFTEY DATA SHEETS
The Contractor shall furnish to the COR all Safety Data Sheets (SDS) for any materials used in the performance of this contract. All new products used during the life of the contract must have SDS provided to the COR prior to bringing these products on site and being used. The Contractor shall use only commercially available products that meet Federal, State, and local codes. These requirements shall include those identified in Executive Order 13423. The COR must contact the Contractor immediately if any item is deemed inappropriate for use under this contract
Contractor shall maintain the SDS in a location accessible to all employees and shall advise the COR of their location. The SDS shall be available for inspection by the COR on request.
Contractor shall store chemicals and cleaning supplies in an area designated by the COR (see paragraph 11, USE OF CEMETERY FACILITIES). Contractor shall provide spill containers for all liquids and ALL CONTAINERS shall be clearly markers as to content.
STANDARDS OF EMPLOYEE CONDUCT: Contractor personnel shall be required to adhere to the following standards of dress and conduct, as briefly mentioned here, while performing work in the National Cemetery. These standards and regulations are enforceable under Title 38, U.S.C., Part I, Chapter 9, Section 901.
Contractor personnel shall be fully clothed at all times, to include upper garment to cover body from the waist to the neck and long pants or slacks. Clothing shall be presentable and suitable to the work while maintaining proper appearance and decorum indicative for a National Shrine. Clothing shall be clean and cleanliness and personal hygiene are imperative. T-shirts and/or tank tops as outer garments are prohibited. Garments, which have a message, slogan or printing of any kind other than the Contractor s business attire, are prohibited. Protective/safety clothing and shoes shall meet or exceed OSHA and state requirements. Uniform shirts and hats are acceptable as long as they meet the other attire requirements and are uniform among all Contractor employees
Behavior and language must be appropriate, reverent, and respectful at all times. The Contractor s personnel shall not engage in loud or boisterous behavior, angry outbursts or use profane or abusive language at any time on Government premises. Playing radios and/or electronic games/devices shall only be done at lunchtime and in a designated break area. Due to the sensitive mission of the Cemetery, Contractor employees will come into daily contact with grieving individuals, therefore Contractor employees will exercise and exhibit absolute decorum, courtesy, and respect while within the cemetery or at its perimeter or entrances. Inquiries from Cemetery visitors shall be politely referred to Government Cemetery staff. Gratuities of any kind are strictly prohibited.
The Contractor s personnel shall consume food and beverage only within areas designated by the COR. Intoxication, and violence or criminal acts of any kind will not be tolerated and is cause for immediate removal from Government property. Use or sale of intoxicating beverages and/or drugs is strictly prohibited, and use of tobacco products is only allowed in specific areas designated by the COR.
PARKING AND VA REGULATIONS: Contractor employees may park privately owned vehicles in the area designated for parking by the COR. It is the responsibility of the Contractor to ensure his employees park in the appropriate designated parking areas. The Cemetery will not validate or make reimbursement for parking violations of the Contractor s employees under any conditions. Smoking is prohibited inside any buildings at the Cemetery. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in citation/summons answerable in the United States (Federal) District Court, or other appropriate jurisdiction/agency.
USE OF CEMETERY FACILITIES:
The Cemetery shall provide the contractor space for supplies and equipment storage at two separate locations; Administration Bldg. 3001 and Maintenance Bldg. 3005.
The Government shall not be responsible for any loss, damage, or theft of Contractor items. Contractor shall be responsible for acceptable standards of housekeeping and janitorial maintenance of Cemetery facilities used by Contractor's employees.
Electricity WILL be furnished by the Government for the Contractor s use. Phone service will NOT be furnished by the Government for the Contractor s use.
SUPERVISION AND TRAINING:
The Contractor shall assign an International Executive Housekeeper Association (IHEA) Certified Executive Housekeeper (CEH) to supervise and train the contracted personnel. The supervisor shall develop and evaluate the environmental sanitation procedures to insure compliance with all provisions contained in this contract.
The CEH shall have at least one (1) year of prior experience as a CEH Manager within the last three years. Written certification of experience and copies of any formal training program (i.e. National Executive Housekeeping Association (NEHA) shall be submitted to the COR before starting work. The COR s approval must be received prior to an employee working at any of the facilities.
The CEH or stand-in representative shall be available during normal duty hours to respond by telephone within thirty (30) minutes of notification by the COR and shall be available to meet with COR or designated representative within 2 hours after notification to discuss problems areas. After normal duty hours, the CEH or stand-in representative shall be available within 3 hours.
The contractor s employees shall be fluent in English and shall be able to read, write, speak, understand and communicate effectively in English.
Prior to beginning performance under this contract, the Contractor shall provide the following:
List of employees who will provide services under this contract
Name, telephone number and address of the CEH
List of shift supervisors
The Contractor shall notify the COR in writing whenever there is a change of personnel appointed to fulfill supervisory or shift leader function or when there is a planned absence of key personnel. The CEH shall, in the absence of the Contractor, act as the Contractor Representative. He/she shall have full authority to act for the Contractor on all matters relating to daily operations of this contract.
The Contractor shall not consume food, snacks, drinks or tobacco products except during specified break periods in appropriate designated break areas only.
The Contractor shall also be responsible for training and safety precautions for Contractor employees performing work under these specifications. Training shall be accomplished within the first thirty (30) days of employment, with refresher courses on an annual basis. OSHA standards shall be observed by the Contractor in all work performed. Contractor shall ensure that appropriate safety equipment is used by Contractor personnel and shall be used as prescribed by OSHA standards, including hard hats, safety shoes, safety glasses, and hearing protection devices. The following OSHA and NFPA standards and codes are to be adhered to, and records will indicate by name and date when employees are trained in the following:
National Fire Protection Association (NFPA): 10-1998 Standard for Portable Fire Extinguishers
Occupational Safety and Health Administration (OSHA) 29 CFR 1910 Safety and Health Regulations for Personal Protection, Safety Color Codes, Portable Power Tools, Electrical Safety and Portable Electric Equipment.
Site and Building Access: Maintain free and unobstructed access to facility emergency services and for fire, police and other emergency response forces in accordance with NFPA 241.
Hazard Communications (OSHA, HCS, 29 Code, FR 1910.1200)
Hazard spills/Waste Handling
Universal Precautions (OSHA, 29 CFR Part 1910.1030)
Equipment Operations Training (Utility Training)
Initial Environmental Management System (EMS) awareness training and annual EMS awareness refresher training if the contract is greater than one (1) year. The COR or designated appointee will be responsible for providing the EMS training, as well as providing the method of training. Individual documentation processes will be established by the COR or designated appointee.
INSPECTION AND CLEANING OF CEMETERY FACILITIES:
The Contractor will perform a weekly inspection. During this inspection the appearance of the Cemetery will be observed, and any deficiencies noted within the scope of the contract will be corrected as soon as practicable. Items that need correcting outside the scope of the contract will be reported to the COR or his/her representative.
The Contractor will be required to submit inspection reports and work accomplished to the COR weekly. The COR is located at the Willamette National Cemetery. The inspection forms will be provided to the Contractor. (See Work Summary and Progress Report , Exhibit 4)
QUALITY ASSURANCE:
The Government COR shall conduct surveillance activities and evaluate the Contractor s performance to ensure services are received in accordance with requirements set forth in this contract. These surveillance activities shall be accomplished in a manner which is timely to ensure no defects are initiated after Contractor has provided the services. The COR will utilize the Contractor s work schedule, to plan their inspections and surveillance activities. The COR will record inspection and surveillance results which then become the official National Cemetery Administration record of the Contractor s performance.
ACTIONS:
When a performance threshold has not been met or Contractor performance has not been accomplished, the COR will initiate and provide the CO a Contract Discrepancy Report (CDR) for issuance to the Contractor. The Contractor shall respond to the CDR IAW instructions provided and return it to the CO within ten (10) calendar days of receipt. The CO will have ten (10) calendar days to respond back to the Contractor with acceptance or rejection of the Contractors response to the CDR.
Normally, the COR will verbally advise or give a written inspection report to the Contractor of discrepancies the first time they occur and ask the Contractor to correct the problem. A notation will be made on the COR checklist of the date and the time the deficiency was discovered and the date and time the Contractor was notified.
If the Government created any of the discrepancies, these will not be counted against the Contractor's performance. When the Government has caused the Contractor to perform in an unsatisfactory manner, the COR will forward a written notice to the Designated Contracting Officer (CO) requesting corrective action be taken.
When the Contractor is not meeting the acceptable limits of satisfactory performance, a CDR (Contract Discrepancy Report) will be issued to the Contractor. The seriousness of the failures should govern whether to issue CDR at the end of the period, or as soon as work performance is less than satisfactory.
When a CDR is issued for a service, the Contracting Officer may exercise any contractual remedy available for non-performance. If the Contractor does not achieve satisfactory performance by the agreed suspense date, further actions may be considered, to include a determination on whether continued performance by the contractor is feasible.
PERFORMANCE EVALUATION MEETING:
The issuance of a Contract Discrepancy Report (CDR) found at Exhibit 5 may be cause for the scheduling of a meeting among the Contractor, Contracting Officer, and the COR. A mutual effort will be made to resolve all problems identified. The Government will prepare written minutes of the meeting. The Contractor, Contracting Officer, and the COR will sign minutes of the meeting(s).
Should the Contractor not concur with the minutes, they will so state their objections in writing to the Contracting Officer, within ten calendar days, and explain the reasons for non-concurrence. The Contracting Officer will review and consider the reasons submitted for the Contractor's non-concurrence and make a decision to revise or uphold the comments as written. The Contracting Officer will notify the Contractor of the decision in writing within ten calendar days of submission of any objections.
CONTRACTOR S QUALITY CONTROL PLAN (QCP): The Contractor shall submit a Quality Control Plan for Contracting Officer and COR acceptance within 14 calendar days after contract award to assure the requirements of this contract are provided as specified. Any changes thereafter must also be provided to Contracting Officer and COR for acceptance. The Contracting Officer will review the QCP and list any needed clarifications, and return to Contractor for response, if necessary. The Contractor s QCP shall include the following or have incorporated into during performance of contract, at a minimum:
An inspection plan covering all services required by this contract. The inspection plan must specify the areas to be inspected on either a scheduled or unscheduled basis; how often inspections will be accomplished and documented; and the title of the individual(s) who will perform the inspections.
On-site records of all inspections conducted by the Contractor noting necessary corrective action taken. The Government reserves the right to request copies of any and/or each inspection.
Incorporation of either active or established internal policy and procedures for updating equipment and procedures that may affect performance of contract.
The methods for identifying and preventing deficiencies in the quality of service performed, before the level of performance becomes unacceptable and organizational functions noting intermediate supervisory responsibilities and overall management responsibilities for ensuring total acceptable performance.
On-site records identifying the character, physical capabilities, certifications and ongoing training of each employee performing services under this contract.
A log to account for all requests for immediate service. The log shall indicate the date and time of services, and description of results and completion of these services.
On-site records of any complaints or problems, with procedures taken to allow for corrections and/or elimination before effects caused interruption of performance of contract.
REPORTING AND RECORD KEEPING. The Contractor Superintendent or his designee shall provide the COR the following documentation:
The Contractor Superintendent shall provide WEEKLY an accurate written report identifying all work that took place within the previous seven calendar days. The contractor shall document services performed, indicate the location where work was to be performed, and provide information to the COR as required.
SUBMITTALS - The Contractor shall submit the following documents or information in accordance with the table below.
Submittal
Frequency
Submittal Schedule
Work Plan/Staffing Plan
As Revised
With Proposal
Fire Safety Plan
As Revised
Prior to Beginning Work
Emergency Contacts
As Revised
Prior to Beginning Work
Licenses, Permits, Insurance on Vehicles, Liability, Workman s Compensation Insurance etc.
As Revised
Prior to Beginning Work
Contractor Quality Control Plan
As Revised
Within 14 calendar days after contract award
Safety Data Sheets (See FAR Clause 52.223-3)
As Needed
Prior to Chemical Use
Weekly Report and Rework List
Weekly
Weekly
Hazard Communications (OSHA, HCS, 29 Code FR1910.1200)
As Revised
Within 30 days of Employment
Hazard Spills/Waste Handling
As Revised
Within 30 days of Employment
Universal Precautions (OSHA, 29 CFR Part 1910.1030
As Revised
Within 30 days of Employment
Equipment Operations
As Revised
Within 30 days of Employment
SECTION D - CONTRACT DOCUMENTS, EXHIBITS, OR ATTACHMENTS
Exhibit 1 through Exhibit 10
Exhibit 1 Services Summary
Exhibit 2 Contractor Quality Control Plan
Exhibit 3 Minimum Cleaning Frequencies
Exhibit 4 Work Summary and Progress Report
Exhibit 5 Contract Discrepancy Report (CDR)
Exhibit 6 Site Map
Exhibit 7 Building 3005 Floor Plans
Exhibit 8 Building 1001 Floor Plans
Exhibit 9 Building 1001 Floor Plans (Basement)
Exhibit 10 Estimated Square Footages and Floor Finishes
EXHIBIT 1
SERVICES SUMMARY
1. The purpose of this exhibit is to:
List the contract requirements considered most critical to acceptable contract performance.
Show, where applicable, the maximum allowable degree of deviation from perfect performance for each requirement that shall be allowed by the Government before contract performance is considered unsatisfactory.
Define the procedure the Government shall use in reducing the Contractor s monthly payment if satisfactory performance is not rendered.
2. The Government's quality assurance procedures are based on actual performance of the contract and all areas will be reviewed periodically, (e.g. weekly, monthly, quarterly, and semi-annually).
3. The criteria for acceptable and unacceptable performance are as follows:
Contract requirements. The criteria for requirements are the level of performance deemed acceptable to the Government.
If the quality of work does not comply with the contract requirements the COR will initiate and the Contractor shall be required to complete a Contract Discrepancy Report (CDR).
The CDR will require the Contractor to explain in writing why performance was unacceptable, how performance will be returned to an acceptable level, and how recurrence of the problem will be prevented in the future. The contractor will not be paid for services not rendered in accordance with the standards set forth in this contract.
It the level of performance is deemed unacceptable to the Government, payment may be reduced for unsatisfactory performance by the percentage as shown in the chart below:
EXHIBIT 2
CONTRACTOR QUALITY CONTROL PLAN
Performance Objective
PWS Para
Performance
Threshold
Remedy
Method of Assessment
SS-1
Facility Cleaning Service
i. Non-Carpeted Floors
ii. Carpeted Floors
iii. Entrances/Parking Areas
iv. Dusting
vi. Windows and Glass
vii. Floor/Walk-Off Mats
viii. Trash Removal
3.a., inclusive
No more than 4 valid defects per month
Re-performance
Within 2 hours of notification
Periodic Validation, customer complaint
SS-2
Restrooms/Locker Rooms Cleaning Services
i. Clean and Disinfect
ii. Floors
iii. Supplies
iv. Drinking Fountains
v. Trash Removal
3.b., inclusive
No more than 4 valid defects per month
Re-performance
Within 2 hours of notification
Periodic Validation, customer complaint
SS-3
Periodic Cleaning Services
i. Hard Floor Maintenance
ii. Carpet Cleaning
iii. Air Registers/Grills
iv. Light Fixtures
v. Window Exteriors
3.c, inclusive.
0 defects per month
Re-performance
Within 1 day of notification or a mutually acceptable timeframe to the COR, customer and contractor.
Periodic Validation, customer complaint
SS-4
Quality Control
Inspection procedures are followed and documented in accordance with Contractor s Quality Control Plan (incorporated into contract after award).
15
1 valid defect per month
Contractor shall provide a written Corrective Action Report.
Periodic Validation, customer complaint
EXHIBIT 3
MINIMUM CLEANING FREQUENCIES
PWS Ref. (5.)
Item
Maximum Frequency
3.a.i. & 3.bii.
- Hard floor sweep and damp mop
Daily
3.a.iii
- Carpet vacuuming and spot cleaning
Daily
3.a.iv.
- General dusting and spot cleaning
Daily
3.a.v.
- Interior and entrance window/glass door cleaning
Daily
3.a.vii
- Floor (walk-off) mat cleaning
Daily
3.a.viii & 3.b.v.
- Trash removal and receptacle spot cleaning/disinfection
Daily
3.a.viii
- Plastic liner replacement
When worn/torn, but no less than twice weekly
3.b.i.
- Clean and disinfect restrooms
Daily
3.b.iii.
- Stock restroom supplies
When low, but no less than twice per week
3.b.iv
- Clean drinking fountains
Daily
3.c.i.
- Hard floor maintenance
Semi-annually
3.c.ii.
- Carpet maintenance (bonnet)
Monthly
3.c.ii.
- Carpet maintenance (shampooing)
Semi-annually
3.c.iii.
- Cleaning of air registers, diffusers, and grilles
Semi-annually
3.c.v.
- Light fixture cleaning
Monthly
3.c.iv.
- Window exterior cleaning
Semi-annually
EXHIBIT 4
WORK SUMMARY AND PROGRESS REPORT
WORK SUMMARY & PROGRESS REPORT
Period Covered:
From:
To:
Cemetery Location:
Contractor Information:
Willamette National Cemetery
Project Title:
Janitorial Services
Contract No:
Inspection / Acceptance: The Contractor shall only tender for acceptance those items that conform to the requirements of this contract. The Government reserves the right to inspect or test some or all of the services that have been tendered for acceptance. The Government may require re-performance of nonconforming services at no increase in contract price. The Government shall exercise its post-acceptance rights:
1. Within a reasonable time after the defect was discovered or should have been discovered; and
2. Before any substantial change occurs in the condition of the item, unless the change is due to the defect in the item.
WORK COMPLETED & SUBMITTED FOR ACCEPTANCE
(This form is not to be used as an Invoice)
1
Monthly Cleaning Services
Quantity / Unit
Months
Date Completed:
2
Semi-Annual Cleaning Services
Quantity / Unit
Job
Date Completed:
Report below any circumstances which may have adversely affected work progress such as weather, strikes, delays by the Government, etc.
Signature of Contractor:
Date Signed
Signature of Cemetery Director / COR
Date Signed
Note: Contractor shall sign confirming that services indicated have been completed. Government shall also sign in acknowledgment of receipt of the Progress Report.
Duplicate Form as Necessary
EXHIBIT 5 CONTRACT DISCREPANCY REPORT
Contract Discrepancy Report
Contract Number:
Report No. for this Discrepancy:
To: (Contractor/Manager s Name)
From: (Name of COR)
5. Dates
5a. Prepared:
5b. Returned by Contractor:
5c. Action Complete:
Discrepancy or Problem: (Describe in detail. Include reference to PWS Directive; attach additional sheet if necessary.)
__________________________________________________________________
____________________________________________________________________________________________________________________________________
Signature of Contracting Officer or COR:
8a. To: (Contracting Officer and/or COR)
8b. From: (Contractor)
9. Contractor Response as to Cause, Corrective Action and Actions to Prevent Recurrence: (attach additional sheet if necessary.)
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
10a. Signature of Contractor Representative:
10b. Date:
11. Government Evaluation: (Acceptance, partial acceptance, reflection; attach additional sheet if necessary.)
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
12. Government Actions: (Reduced payment, cure notice, show cause, other)
__________________________________________________________________
__________________________________________________________________
__________________________________________________________________
13. Close Out
Name
Title
Signature
Date
a. Contractor
b. COR
c. CO
3
EXHIBIT 6
SITE MAP
EXHIBIT 7
BUILDING 3005 FLOOR PLANS
EXHIBIT 8
BUILDING 1001 FLOOR PLANS
EXHIBIT 9
BUILDING 1001 FLOOR PLAN (BASEMENT)
EXHIBIT 10
ESTIMATED SQUARE FOOTAGES AND FLOOR FINISHES
Building / Area
Estimated Area (square feet)
Floor Finish
Main Office Area = estimated 3064 sf see attached print
Porch and Steps (Exterior)
91 sf
Concrete
Receptionist s Office
474 sf
Ceramic Tile
Representative s Office
802 sf
Carpet
Customer Private Room
474 sf
Carpet
Conference Room
307 sf
Carpet
Public Restroom
65 sf
Ceramic Tile
Administrative Office
150 sf
Carpet
Foyer
93 sf
Ceramic Tile
Hallways
172 sf
Carpet
Asst. Director s Office
132 sf
Carpet
Women s Restroom
50 sf
Ceramic Tile
Men s Restroom
50 sf
Ceramic Tile
Break Room
236 sf
Vinyl Tile
Admin Officer Office
161 sf
Carpet
Director s Office
196 sf
Carpet
Public Information Center (PIC)
Porch (Exterior)
150 sf
Scored Concrete
Men s Restroom
160 sf
Ceramic Tile
Women s Restroom
160 sf
Ceramic Tile
Maintenance Building = estimated 2086 sf see attached print
Main Entrance
96 sf
Vinyl Tile
Main Hallway
369 sf
Vinyl Tile
Drying Room
320 sf
Ceramic Tile
Break Room
738 sf
Ceramic Tile
Women s Restroom
374 sf
Ceramic Tile
Men s Restroom
703 sf
Ceramic Tile
Foreman s Office
189 sf
Vinyl Tile
Foreman s Office
83 sf
Vinyl Tile
Foreman s Office
83 sf
Vinyl Tile
Analysis & Copy
148 sf
Vinyl Tile
Estimated Grand Total Square Footage All Areas = 5710 sf
Department of Veterans Affairs
National Cemetery Administration (NCA)
Contracting Services
Ms. Tene Becknell @ tene.becknell@va.gov
National Cemetery Administration Homepage
